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TABLE OF CONTENTS

Finance & Administration Policies and Procedures

 

Brief table of contents:        (For full table of contents: see below)

GENERAL INFORMATION
BUSINESS OFFICE:
          ACCOUNTING AND REPORTING
          ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT
          CASHIER'S OPERATIONS
          PAYROLL
          SPONSORED PROJECTS (GRANTS)
          STUDENT ACCOUNTS AND STUDENT LOANS
CAMPUS SECURITY
FACILITIES MAINTENANCE
human resources
PURCHASING
RISK MANAGEMENT

Full table of contents:

General Information

          
 Finance & Administration Administrative Offices and Hours

        Alcoholic Beverages on Campus

        Business Expense Policy

        Conflict of Interest Policy

        Contracts and Agreements

  1.      Disability/ADA Committee
         Drug and Alcohol Abuse
         Firearm Policy
         Forms
         HIV/AIDS Guidelines
         IRS Letter for Tax Exempt Status
         Notary Public Service
         Service Department Billing
         Sexual Assault Programs and Procedures
         Staff Identification Card
         Use of Institutional Name or Logo (Trademark Policy Statement)

Business Office

Accounting and Reporting

    Bookstore Sales
    Budget Authorization, Preparation and Changes

        
¯   Budget Authorization
        
¯   Budget Preparation Process and Responsibilities
        
¯   Budget Changes
   
Budget Reports
         ¯   General Ledger Detail Trial Balance Report
        
¯   Budget to Actual Report
   
Donations
    Expenditure Object Codes
    Fiscal Year Closing
    Petty Cash Funds

        
¯    Department Imprest Fund
        
¯    University Petty Cash Fund
   
Records Retention
    Sales Tax

        
¯    Sales/Use Tax
        
¯    Hotel Occupancy Tax

Accounts Payable and Expense Reimbursement

    Accounting Corrections/Journal Entries
    Check Requests
    Checks — Manually Produced
    Encumbrance Accounting Policy
    Monetary Advances
         ¯    Travel Advances
        
¯    Salary Advances
        
¯    Emergency Loans to Employees
        
¯    New Faculty Advances
   
Personal Service Payments
         ¯    Requirements
        
¯    Procedure
    Travel Policy

        
¯    General
        
¯    Student Travel
        
¯    Foreign Travel
        
¯    Travel Authorization and Advance Request
        
¯    Amended Travel Authorization and Advance Request
        
¯    Expense Reimbursement Envelope
        
¯    Transportation
                  
u  University autos
                  
u  Private cars
                  
u  Rental cars
                  
u  Taxis, shuttles, and limousines
                  
u  Airline tickets
         ¯    Original Receipts
                   u  Airline receipts
                  
u  Cash register receipt
                  
u  Checkbook carbon copies of checks
                  
u  Credit card receipts
                  
u  Personal credit card monthly statements
                  
u  Hotel receipt
                  
u  Conference registration
                  
u  Personal checks
                  
u  Restaurant receipts
                  
u  Alcoholic beverages
                  
u  Rental car receipts
                  
u  Foreign currency
                  
u  Other receipts

    Recruiting Policy
    Use of Personal Vehicles for University Business

Cashier’s Operations

    Check Cashing
    Handling and Accounting for Cash Policy

        
¯    Handling and Accounting for Cash by University Personnel
                   u  Cash receipts control
                  
u  Security
         ¯    Cash Overage/Shortage Procedures
                   u  For cash register operations
                  
u  For cash box operations
         ¯    Petty Cash Management
                   u  Definitions
                  
u  Procedures
         ¯    Receipt, Custody and Disbursement of Moneys
                   u  Receipt and Admission Tickets
                  
u  Deposits with Trinity University Cashier's Operations
     Controls Over Ticket Sales

Payroll

    FAQ for Classified Employees   
    FAQ for Contract Employees
    FAQ for Faculty
    FAQ for Students

    Pay Check Distribution and Direct Deposit
    Pay Stub Explanation
    Payment to Non-Resident Aliens
         ¯    Payment to Non-Resident Aliens for Consulting Services
        
¯    Payment to Non-Resident Aliens Employed by Trinity University

    Payroll Calendar

Sponsored Projects (Grants)

    Overhead Expense Policy
         ¯    Grants and Contracts
        
¯    Auxiliary Enterprises
   
Sponsored Projects Accounting
         ¯    Sponsored Projects Reference Guide
        
¯    Faculty and Contract Staff Handbook
    
Summer Research Compensation Policy

Student Accounts and Student Loans

    Bad Debt Write-Off Policy
         ¯    Student Accounts
        
¯    Student Loans
        
¯    Write-Off of Bad Debts
   
Student Billing/Payment Methods
         ¯    General
        
¯    Billing Method
        
¯    Payment Methods
   
Student Loans
         ¯    Student Emergency Loan Fund
        
¯    Other Loans

Campus Security

    Security Procedures

         ¯    Administrative Policy: Archived Digital Video/Electronic Door Access History *
         ¯    Security Policy Statement
        
¯    Authority
        
¯    Loss Prevention
                   u  Institutional losses
                  
u  Personal losses
                  
u  Property security
                  
u  Building access control
    Vehicle Parking

Facilities Maintenance

    Capital Improvements
    Key Control and Issue Policy

        
¯    Overview
        
¯    Policy
        
¯    Regulations
        
¯    Procedures
                   u  Issuance of keys or access cards
                  
u  Returning keys or access cards
                  
u  Lost or stolen keys or access cards
                  
u  Recovered keys or access cards
                  
u  Key replacement fees
    Physical Plant and Housekeeping Charges
    Property Management and Control

        
¯    Definitions
        
¯    Acquisitions
                   u  Purchases
                  
u  Gifts
                  
u  Equipment of unknown origin
         ¯    Changes in Property
        
¯    Transfer of Equipment
                   u  Excess, obsolete, worn-out equipment
                  
u  Sale of equipment
                  
u  Non-University use of property
         ¯    Loss of Equipment
        
¯    Grant-Funded Property
        
¯    Federal Surplus Property
        
¯    Annual Inventory
   
Service Requests (Work Orders)
    Telephone Charges

        
¯    Long Distance Telephone Charges
        
¯    Telephone Credit Cards
        
¯    Telephone Equipment Requests
        
¯    Additions, Deletions or Changes
   
Use of University Vehicles

Human Resources

    Additional Sources of Information
    Income Tax on Awards and Prizes

    Moving Policy
    Payroll — Direct Deposit
    Payroll Distribution
    Smoking Policy

Purchasing

           Central Receiving
              
¯ Purpose
                  
¯ Receiving 
                  
¯ Returns and Shortages
                  
¯ Freight Damage
                  
¯ Outgoing Shipments
               Convenience Copy Center
                   ¯ Purpose
              
 
¯ Responsibility
                  
¯ Copy Cards
                  
¯ Department Print Card
                  
¯ Access Codes
                   ¯ Copier Replacement/Upgrade
                   ¯ Other Services
                           u Campus Vendors (Soft Drinks; Snack Food; Washer/Dryer) 
                                   
u Typewriters

                           u Gasoline Credit Card
                           u Employee Moving Allowances
                Equipment Purchases and Sales
                    ¯ Annual Capital Equipment Process           
                           
u Policy         
                                    
u Procedures      

                                     u Calendar
                          
¯ Procedures for Expending Start-Up Funds
                P-Card Policies and Procedures
                    ¯ Purpose
                    ¯ Definitions
                    ¯ Receiving the P-Card
                    ¯ Authorized Card Use
                    ¯ Using the P-Card
                    ¯ Using the P-Card for Travel
                    ¯ Non-Department Account Charges
                    ¯ Merchandise Returns and Exchanges
                    ¯ Record Retention
                    ¯ Cardholder Verification of Charges
                    ¯ Cardholder Charge Dispute Resolution
                    ¯ Audit of Cardholder Transactions
                    ¯ P-Card Security
                    ¯ Lost, Stolen or Damage Card
                    ¯ Cardholder Separation form the University
                    ¯ P-Card Cancellation
                Purchasing Policy and Procedure
                    ¯ Mission Statement
                    ¯ Authorized Limits
                    ¯ Approval Procedure
                    ¯ Department Purchase Order Preparation
                University Surplus Property
                    ¯ Policy
                    ¯ Purpose
                    ¯ Scope
                    ¯ Responsibility
                    ¯ General
                    ¯ Procedures
                    ¯ Distribution of Surplus Property

Risk Management

    General Information
         ¯    Mission Statement
        
¯    Purpose
        
¯    Protecting University Assets
   
Employee Injuries and Accidents
         ¯    Worker’s Compensation
        
¯    Steps to Follow in the Event of a Work-Related Injury or Illness
        
¯    Maintenance of Records
        
¯    Investigation of Injuries
        
¯    Training
   
Liability Exposures
         ¯    Coverage
                   u  General liability insurance
                  
u  Excess liability insurance
                  
u  Educator’s legal liability insurance
                  
u  Intercollegiate athletic sports injury insurance
         ¯    Contracts
                   u  Contracting authority
                  
u  Contract review: insurance requirements, "hold harmless" and indemnification language
         ¯    Use of Campus Facilities for Off-Campus Events
   
Property and Equipment
         ¯    Coverage
        
¯
Electronic (Microcomputer) Equipment
        
¯    Exhibitions
        
¯    Fine Arts
        
¯    Musical Instruments
   
Risk Management Best Practices
         ¯    Alumni Activities
        
¯    Swimming Pools
        
¯    International Travel Guidelines
                   u  Supervision
                  
u  Transportation
                  
u  Insurance
                  
u  Passports, visas, and identification materials
                  
u  Emergency notification
                  
u  Overnight accommodations
    Special Event Accidental Insurance
         ¯    Coverage
        
¯    Definition of Special Event
        
¯    Planning the Trip
        
¯    Transportation
        
¯    Safety Recommendations
        
¯    Personal Liability and Responsibility
        
¯ 
   Informed Consent and Assumption of Risk Form - Fact Sheet
        
¯    Site Sponsor Contracts
        
¯    Reporting Procedures
   
Vehicles
         ¯    Coverage
        
¯    Authorized Driver Policy
                   u  Overview
                  
u  Policy
                  
u  General requirements
         ¯    Driver’s Obligations for Proper Vehicle Use
        
¯    Guidelines for Entering into Car Rental Contracts
        
¯    Car Rental Safety Tips
        
¯    Safe Use of Car Phones

GENERAL INFORMATION
BUSINESS OFFICE:
          ACCOUNTING AND REPORTING
          ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT
          CASHIER'S OPERATIONS
          PAYROLL
          SPONSORED PROJECTS (GRANTS)
          STUDENT ACCOUNTS AND STUDENT LOANS
CAMPUS SECURITY
FACILITIES MAINTENANCE
human resources
PURCHASING
RISK MANAGEMENT

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For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Finance & Administration
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on November 05, 2012. *(Policy as of September, 2011)